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October 2004
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| September
TopGun Winner |
Here is the subject for the next TopForm TopGun Challenge. |
Congratulations to
Brenda Jandl of Quality Resource Group of - our September TopGun winner. She correctly answered the question,
“How many order line items for items flagged as custom can you enter on a single TopForm Purchase Order.”
Answer:
Up to 200, as long as the specs are the same or not required.
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There is a new option in the auto distribute feature of cash receipts. What does this option allow you to do?
Send your answers to
Jean
Dudek.
Remember that all correct answers are being entered into the grand prize drawing at our Spring 2005 Users Conference.
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The TopForm Image Library is used to digitally store all of the documents and images typically needed in a distributor’s business and to conveniently index these documents to the associated transactions. This
provides a way to put these documents “at your fingertips” instead of having to track down file folders in cabinets or on someone’s desk. Take a look at the list of documents that are linked to the customer invoice.
| Note: This module can be used in the Character (CHUI) based version as well as the Graphical Version of TopForm. In the CHUI, the window of images (shown above) is triggered by the F11 function key. |
Below is a list of the thirty documents that are supported……so far!
The Image Library isn’t just linked to Customer Invoices, but to the order, the Vendor Invoice and more. An additional advantage is that important documents can be viewed from remote offices without having redundant files. And Documents can be reprinted and/or emailed!
Of course all the internally generated documents are captured automatically (See Illustration I). An easy to use program provides the means to scan and link all external documents. (See Illustration II.)
Illustration I
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Internal
Documents Captured
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Journals
& Audit Reports
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RFQ
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PO
Receiving Report
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Quote
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Purchase
Journal
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Purchase
Order
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Sales
Journal
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Sales
Confirmation
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Cash
Receipts Journal
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Shipping
Acknowledgment
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Cash
Disbursements Journal
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Customer
Invoice
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Manual
Check Audit Report
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Customer
Statement
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Bank
Rec Journal
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Picking
Ticket
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IC
Transaction Journal
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AP
Check
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GL
Detail Transaction Register
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External documents received (See illustration II) can be scanned with an easy to use interface. These documents are automatically linked to the corresponding accounting documents in TopForm.
Illustration II
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Links to all documents available for the entries in
TopForm.
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Easy to scan in documents and images into
TopForm.
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The library supports all common image
formats.
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Images are viewed with the existing viewers and tools already used by operators on their computers.
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Provides a way for remote offices to have access to critical documents.
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Email or print the images.
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Ability to backup the images and store them off site for Business Continuation purposes.
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TopForm held its third annual Managers & Principals meeting at this years
DMIA Print Solution Conference and Expo. At the meeting Attendees were
informed of new TopForm Development with demonstrations of the TopForm
Image Library and built in interfaces with standard products like
Microsoft Excel and Word. The TopForm DocuCenter and XML Vendor Invoice
interface were also explained in depth.
Please help us by giving us your input as to how we can make these meetings
better. If you didn't attend, what would entice you to attend in the
future.
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“After forming a partnership with United Stationers, WebMD Practice Services SOLION recently purchased the TOPS module to offer their customers the convenience of ordering office supplies on-line. The implementation and training of the software was performed easily over the telephone. Now, three of our clients are live on the software and taking full advantage of ordering their office supplies on line. In just two days these accounts have generated $1,250 in new business without the need of personal intervention. The customer response to this new offering has been enthusiastic and we are setting up additional new accounts daily”
Marina Berdichevsky, WebMD Practice Services SOLION
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If your customers are entering their releases using WebEC, and you have sell prices on the lots, you may be
interested in this new feature. If there are differing sell prices on lots committed for the same order line, the last lot committed for that line is the sell price used for the order line. If you would rather have a different order line for each different lot sell price, then check out this modification.
There is a new I/C System Parameter (ICS,S1) as follows:
Create separate order lines if different lot sell prices?
This parameter applies to WebEC and Order Entry Gateway Orders ONLY.
The program that creates orders for both WebEC and the Order Entry
Gateway (OF2UAA) has been modified to send a flag into the automatic lot selection routine indicating that this new IC parameter should
be checked and if set to “Yes” then if more than one lot will be selected
to fill the order line, then check the lot sell prices of the second and subsequent lots to be selected, and if the lot sell price is
not zero, and the lot sell price is not the same as the sell price on the first lot, then exit back to OF2UAA temporarily, write out
the order line, then come back in with a new order line to commit the next lot.
This new parameter will not change the logic concerning E-Logistics
and backorders. This will continue to work the same as it does today.
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Recently TopForm employees participated in a fundraiser provided by Chili’s Grill & Bar. We participated in two shifts so our support would not be interrupted. All of the profits from Chili’s went to fight childhood cancer by donating to St. Jude Children’s Research Hospital.
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Booth Winners: Best Use of Technology
Shown left to right: Anthony Mullins, TopForm Sales
Manager, Keith McBride, Vice President,
Research & Development, Steve Boyett, Manager of Training & Installation.
TopForm received the award for the best use of technology. Among other things, TopForm demonstrated our new XML development. With the cooperation of Wise Business Forms and Superior Business Solutions, we were able to import actual Superior Invoice data from Wise and perform the Purchase Order Receiving function. The results of this seamless electronic data transfer were:
- Compared the vendor invoice data to the open purchase order data to determine if what the vendor was invoicing was within accepted tolerance. We have parameters by vendor that determine how much of a variance between quantity, costs, etc. are acceptable.
- The AP invoice was created and the purchase order was marked as completed and closed.
- The customer invoice was also created. Whether or not this occurs is the result of another group of parameter settings that determines whether TopForm should proceed with customer billing.
- As with all accounting entries, journals are created to allow the operators to review the data before the final update is performed. In
conjunction with these transactions, entries in the Purchase Journal and the Sales Journal with the associated general ledger postings, commissions, sales tax, etc were also created.
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"TopForm Tune-up" is an on-site service that we are offering to our clients to ensure that you are using TopForm to its optimal performance. By reviewing all of your system parameters, analyzing your data and your business processes, we at TopForm can give you recommendations on how you can improve your workflow in different areas.
Included in this service is a review of TopForm Accounting, Inventory, Order Entry, and the General Ledger.
If you are interested in this service, please contact Steve Boyett at 770-239-5425.
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Lori Cave our Customer Support Representative recently celebrated 13 years with
TopForm.
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Bob Behzadi our Technical Support Representative recently celebrated 5 years with
TopForm.
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Charline Chupp our Customer Support Representative recently celebrated 4 years with TopForm.
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